Single Scheme Administration Project Databank May€¦ · Single Scheme Databank ‐ Template Descriptions Version 1.1 (May 2019) 4 | Page 2.3 Timeline It is intended that each Relevant

Single Scheme Administration Project

Single Scheme Databank – Template Descriptions

May 2019

(Version 1.1)

Single Scheme Databank ‐ Template Descriptions Version 1.1 (May 2019)

1 | P a g e

Contents Glossary of Key Terms Used ........................................................................................................... 2

1 Purpose of this document ....................................................................................................... 3

2 Single Scheme Databank ........................................................................................................ 3

2.1 Background ................................................................................................................................. 3

2.2 Data Quality ................................................................................................................................ 3

2.3 Timeline ....................................................................................................................................... 4

3 Overview of Data Templates .................................................................................................. 4

3.1 Membership Data Template Summary ....................................................................................... 4

3.2 Benefits Payment Data Template Summary ............................................................................... 5

4 Data Template Details ............................................................................................................ 6

4.1 Membership Data Template Details ........................................................................................... 6

4.2 Benefits Payment Data Template Details ................................................................................. 25

5 Definition of Permissible Field Values .................................................................................... 35

5.1 Civil Status (M1.8 and B1.8) ...................................................................................................... 35

5.2 Member Status (M2.8) .............................................................................................................. 36

5.3 Membership Category (M3.1, M4.3 and M5.8) ........................................................................ 38

5.4 Benefit Type (B3.7).................................................................................................................... 39


2 | P a g e

Glossary of Key Terms Used Term Definition

Employee contributions Every member is required to pay contributions towards their

benefits under the Single Scheme. Contributions should be

calculated and deducted for members in every pay period (see

Single Scheme Act Section 16).

Gross pensionable

remuneration

This is basic pay plus any approved allowances that are

deemed to be pensionable (see Single Scheme Act Section 11).

Legal personal representative Executor of the deceased’s Estate

Normal retirement age The normal retirement age for standard members under the

Single Scheme is the same age at which a member can claim

the Contributory State Pension from the Department of

Employment Affairs and Social Protection. Using a member’s

date of birth is the easiest way to figure out the member’s

normal retirement age:

Age 66 Pension Age: If the member was born before 1

January 1955

Age 67 Pension Age: If the member was born between

1 January 1955 and 31 December 1960

Age 68 Pension Age: If the member was born on or

after 1 January 1961

(see Single Scheme Act Section 13)

Lower normal retirement ages apply for certain grades noted

at Section 4.3 of this document. You can find more information

under Section 13 of the Act.

Referable amounts These are the money amounts that are earned in each pay

period by members towards their retirement lump sum or

retirement pension every time they are paid (see Single

Scheme Act Section 18).

Relevant authority (RA) Each of the 350+ Public Service employers to which the terms

of the Single Scheme apply is called a Relevant Authority.

A list of current RA names may be found here ‐

http://singlepensionscheme.gov.ie/home/for‐employers/list‐

of‐relevant‐authorities/

(see Single Scheme Act Section 8(1)(b))

Single Scheme Act / the Act Public Service Pensions (Single Scheme and Other Provisions)

Act 2012

Single Scheme members active members, leavers, deferred members or pensions in

payment under the Single Public Service Pension Scheme in any

given year


3 | P a g e

1 Purpose of this document The purpose of this document is to confirm the Scheme file templates to be used by Relevant

Authorities for preparing and submitting data on all their Single Scheme members (i.e. active

members, leavers, deferred members and pensioners) to the Single Scheme Databank. These

templates have been developed in consultation with a number of Public Service bodies and should

be used by all Relevant Authorities when populating Scheme Files.

Completed Scheme files should not be returned to DPER until a formal request issues to a Relevant

Authority from DPER. DPER will only accept completed Scheme Files via the Single Scheme

Databank.

2 Single Scheme Databank

2.1 Background

The development of a Single Scheme Databank is one of the phases of work approved by Government

to address current deficiencies in the operation of the Single Scheme while building towards a long‐

term administrative solution. The purpose of the Single Scheme Databank is to:

Ensure Single Scheme member and pensioner data from Scheme commencement in 2013 is

captured and maintained to a common standard across the Public Sector.

Safeguard against the potential loss of data on Single Scheme members given that the Single

Scheme has now been in operation for over 6 years.

The legal basis for the establishment of the Single Scheme Databank, and the requirement for each

Relevant Authority to submit data to the Databank in a prescribed format is provided for at Part 5 of

the Data Sharing and Governance Act 2019.

2.2 Data Quality

Each Relevant Authority remains legally accountable for the administration of the Single Scheme in

respect of its members, including the calculation of benefits, as well as for the quality of the data

that it holds and, in turns, submits to the Single Scheme Databank.

In advance of the initial provision of data to the Single Scheme Databank, it will be a requirement

that a senior officer within the Relevant Authority (or Shared Service Centre provider undertaking

pensions administration services on behalf of a Relevant Authority), makes a declaration to DPER

that the officer has satisfied themselves as to the quality assurance checks undertaken locally to

ensure that high quality data is being submitted to the Databank.

To assist with the promotion of high quality data to the Databank, certain general file validation

checks form part of the Databank Scheme File submission process. Unless these general file

validation checks are successfully passed, the Scheme File will be rejected and cannot be uploaded.

DPER will provide further details on all aspects of validation which will be included in training to be

delivered to all Relevant Authorities.


4 | P a g e

2.3 Timeline

It is intended that each Relevant Authority will be onboarded to the Single Scheme Databank in waves,

with the first wave scheduled to commence in Q2 2019.

Training resources have been delivered by DPER and will be shared with each Relevant Authority as

part of a bespoke training programme in advance of their onboarding, so that each Relevant Authority

understand how to navigate the Databank and how to prepare high quality Scheme Files prior to

submission.

3 Overview of Data Templates Two data templates must be completed and submitted by every relevant authority for each year

since 2013:

Membership Data Template provides data for all active, deferred, and former members of

the Scheme. Information on refunds paid to non‐vested leavers is also included.

Benefits Payment Data Template records details of any benefits paid under the Scheme,

such as pensions in payment or lump sum/gratuities on retirement or death.

In the event that a Relevant Authority has no Single Scheme members for a particular year, this must

be reported to the Single Scheme Databank by completing a “nil return” for the year in question.

3.1 Membership Data Template Summary

The Membership Data template content is substantially based on Annual Benefit Statements, and

captures the following types of data.

Information to be Held Explanation

1.Member Personal Information This will be used to uniquely identify each member of the

Scheme.

2.Member Employment

Information

Each active member will have at least 1 employment with a

Relevant Authority (RA) during the year. In some instances,

a member may have more than one period of employment

with the same RA, for example, after a break in pensionable

employment.

For scenarios where members have successive or

overlapping employments with the same RA during the

course of the same calendar year, each period of

pensionable employment is recorded separately on the

Databank template.

3.Member Annual Benefits During each period of pensionable employment, the

scheme member will earn referable amounts towards their

retirement benefits. This information will be needed to

determine a member’s retirement benefits upon

retirement.


5 | P a g e

Only contributions paid and referable amounts earned

based on actual pensionable pay received during the

calendar year in question, should be included.

4.Member Refunds A refund may be issued to a former non‐vested member.

This may be processed in the same Scheme Year that the

member ceased pensionable employment, or it could be

processed in a subsequent Scheme Year.

If a member has received a refund of Single Scheme

contributions, the refund details should be included on the

Membership Data Scheme File corresponding to the actual

Scheme Year when the refund payment was made.

Each refund must be associated with a corresponding

period of employment and cumulative value of

contributions paid and benefits earned during that period of

employment.

5. Member Repaid Refunds If a member has previously received a refund of Single

Scheme contributions from any Single Scheme employer,

subject to eligibility, and now opts to repay this earlier

refund (with compound interest), this section should be

filled in in the same year when the refund is fully paid back.

This allows service towards vesting period to be captured

and the corresponding benefits with the earlier refund to be

noted as restored with their current employer.

3.2 Benefits Payment Data Template Summary

The Benefits Payment Data template contains data relevant to the payment of benefits under the

Single Scheme.

Information to be Held Explanation

1.Member Personal Information This will be used to uniquely identify the member of the

Scheme that benefits are derived from in consequence of

their membership of the Scheme.

2.Member Employer Information This will be used to identify the name of Relevant Authority

that is paying the benefits.

3.Beneficiary Benefits Paid If benefits (e.g. pension, death gratuity) are paid to a

Scheme member or any other beneficiary (for example to a

deceased’s Estate, Spouse/Civil Partner or eligible Child),

the personal information of the beneficiary and value of the

benefits paid will be captured here.

.


6 | P a g e

4 Data Template Details This section sets out the detail on the data to be captured in both templates.

4.1 Membership Data Template Details

This section sets out the detail on the data to be captured in the Membership Data Template.

# Data Item Type Condition Description Context

M1 Member Personal Information

Personal data that can be used to identify the member who is earning benefits under the Single Scheme.

M1.1 Year Formatted

Date (YYYY)

Mandatory Year in respect of which Scheme

member data is being provided.

Used to link the member’s

benefits to a specific year.

M1.2 PPSN Alpha‐

numeric

Mandatory Must be valid PPS number.

Format is 7 digits (including leading

zeros) followed by either 1 or 2

letters.

Used to uniquely identify

Scheme member to which

the data relates.

M1.3 Date of Birth Formatted

Date

(DD/MM/Y

YYY)

Mandatory The date of birth of the Scheme

member.

A secondary source of

identification for the Scheme

member to which the data

relates.

M1.4 First Name Text Mandatory The first name of the Scheme

member.

A tertiary source of



relates.


7 | P a g e


M1.5 Surname Text Mandatory The surname of the Scheme

member.




relates.

M1.6 Maiden Name Text Optional (can

be blank)

The maiden name of the Scheme

member.




relates.

M1.7 Gender Male/

Female Mandatory

The gender at birth of the Scheme

member.

Required for actuarial

purposes

M1.8 Civil Status Text Mandatory See Section 5.1 for definitions of Civil

Status.

11 options that describe a member’s

relationship under Irish law with

another person:

Single

Married

Civil Partner

Divorced

Cohabitant

Judicially Separated

Separated

Former Civil Partner

Widowed

Surviving Civil Partner

Used to assess if there may be potential beneficiaries for a death benefit.


8 | P a g e


Unknown

If Civil Status is not known

“Unknown” is selected until status is

determined. Every effort should be

made to determine the Civil Status

of members, noting that this field is

a requirement to be populated on

Annual Benefit Statements.

M1.9 PAO Yes/ No Mandatory A flag to indicate that a member’s

benefits are subject to a Pension

Adjustment Order. granted as part of

family law proceedings

If unknown, the default setting is

‘No’ until the status is determined by

the Relevant Authority.

Required for disclosure

purposes on annual benefit

statements and for actuarial

analysis

M1.10 Date of Death Formatted

Date

(DD/MM/Y

YYY)

Mandatory for

death claims

only

The date of death of the Scheme

member.

Death claims information

and to support actuarial

analysis


9 | P a g e


M2 Member Employment Information

Data relating to each specific period of employment a Single Scheme member has with a Relevant Authority (RA).

M2.1 RA Number Numeric Mandatory Unique number given to every

Relevant Authority (RA) designated

under the Scheme. The numbers are

managed and assigned to each RA by

DPER.

Used to identify RA

employing the Scheme

member.

A list of current RA numbers

may be found here ‐

http://singlepensionscheme.

gov.ie/home/for‐

employers/list‐of‐relevant‐

authorities/

M2.2 RA Name Text Mandatory Name of Relevant Authority.


identification for the RA to

which the data relates.

A list of current RA names



gov.ie/home/for‐


authorities/

M2.3 Payroll

Number

Alpha‐

numeric

Mandatory The Employer’s PAYE Registration

Number.

Used to link the employee to

employment with a

particular Relevant Authority


10 | P a g e


M2.4 Additional

Payroll

Number

Alpha‐

numeric

Optional (can

be blank)

Additional field sometimes used by a

Relevant Authority to identify the

employees on multiple payrolls.

A secondary piece of data to

link the employee to a

Relevant Authority in the

case of dual/multiple

employments.

M2.5 PRSI Class Text Mandatory The subclass of social insurance

payments made by the Scheme

member as approved by the

Department of Employment Affairs

and Social Protection at

https://www.welfare.ie/en/Pages/Ea

rnings‐Bands‐and‐Subclasses‐

2018.aspx

Currently:

AO, AX, AL, A1, A8, A9, BO, BX, B1,

CO, CX, C1, DO, DX, D1, HO, HX, H1,

,JO, J1, M, K1, SO, S1

To potentially differentiate

members, pensioners and

those that may be in

subsidiary employment

owing to dual employment

elsewhere in the public

service.

M2.6 Pensionable

Employment

Start Date

Formatted

Date

(DD/MM/Y

YYY)

Mandatory Date that member begins

pensionable employment in the

Scheme for the period in question

with the RA.

Pensionable employment

dates are needed to consider

entitlements against vesting

period.


11 | P a g e


Where there are multiple

employments with the same

employer in the same year,

each period of employment

is treated as a separate

employment.

M2.7 Pensionable

Employment

Leave Date

Formatted

Date

(DD/MM/Y

YYY)

Mandatory

only where a

member has

ceased

employment

Date the Scheme member leaves

pensionable employment in the

Scheme for the period in question

with the RA.

Pensionable employment

dates are needed to consider

entitlements against vesting

period.

Where there are multiple

employments with the same

employer in the same year,

each period of employment

is treated as a separate entry

to the Databank.

M2.8 Member

Status

Text Mandatory See Section 5.2 for definitions of

Member Status.

11 options that describe the status

of the member in the Scheme:

Active member

Leaver not vested and contributions refunded

Defines the status of the

member within the Scheme

for the period in question.


12 | P a g e


Leaver not vested and contributions not refunded

Leaver deferred benefit

Leaver unknown *

Suspended member Retirement Normal

Retirement Ill Health Retirement Cost Neutral Death in Service Death of a Deferred Member

*Leaver unknown should only be used where the status of the leaver cannot be definitely established. This should not be used as a default option.

M2.9 Normal

Retirement

Date

Formatted

Date

(DD/MM/Y

YYY)

Mandatory Minimum retirement date on which

an individual would retire from the

Scheme with no actuarial reduction.

Based on Member Category and

Date of Birth.

Used to analyse Scheme

demographics for policy

analysis and actuarial

calculations.


13 | P a g e


M3 Member Annual Benefits

Data relating to the retirement benefits that the member has earned under the Single Scheme.

M3.1 Membership

Category

Text Mandatory See Section 5.3 for definitions of

Membership Category.

10 categories of Scheme

membership which determines the

rate at which the member is earning

benefits:

Standard

Uniformed

TD/Senator

Minister

President of Ireland

Judicial Office Holder

C&AG (full PRSI)

C&AG (modified PRSI) Designated Office Holder

(full PRSI)

Designated Office Holder (modified PRSI)

Used to determine the rate

at which the member is

earning retirement benefits.

M3.2 Employee

Contributions

Paid

Numeric Mandatory Total amount of pension

contributions paid by the member to

the RA in respect of the Scheme

during the year.

Used to facilitate reviews of

the Scheme and for actuarial

analysis/valuations


14 | P a g e


This field may be zero (but not blank)

in scenarios where the member has

no pensionable remuneration e.g.

receiving a refund after leaving

employment, unpaid leave or

delayed payment after starting

employment at the end of the year.

M3.3 Total Actual

Gross

Pensionable

Remuneration

Paid

Numeric Mandatory Total pensionable pay of member in

respect of a period of employment

during the year, including any

approved pensionable allowances

received.

Can be used to validate

changes in the level of

member earnings and

benefits from year to year,

as well as for actuarial

analysis/valuations.

M3.4 Pension

Referable

Amount

Numeric Mandatory The benefits (known as ‘referable

amounts’) earned by the member in

respect of the period of employment

in question during the year towards

his/her pension.

The original value of the member’s

referable amounts are to be

submitted to the Databank i.e.

without CPI adjustment.

This field may be zero (but not blank)

in scenarios where the member has

Used for disclosure reasons

on annual benefit


analysis/valuations


15 | P a g e


no pensionable remuneration e.g.





M3.5 Lump Sum

Referable

Amount

Numeric Mandatory The benefits (known as ‘referable

amounts’) earned by the member in

respect of the period of employment

in question during the year in

towards his/her lump sum.

The original value of the member’s

referable amounts will be submitted

to the Databank i.e. without CPI

adjustment.

This field may be zero in scenarios

where the member has no

pensionable remuneration e.g.





Used for disclosure reasons

on annual benefit


analysis/valuations


16 | P a g e


M4 Member Refunds

Should only be populated if the member has actually been refunded contributions by the RA during the year in

question.

M4.1 Gross Refund

Amount Paid

Numeric Mandatory

only if

member was

paid a refund

during a year

The gross amount of employee

contributions refunded by the RA

during a year.

Required for costings in the

event that a member opts,

and is eligible, to repay a

refund received (with

interest) if they re‐join the

Single Scheme within 2

years.

M4.2 Refund Date

Formatted

Date

(DD/MM/Y

YYY)

Mandatory

only if

member was

paid a refund

during a year

Date on which the gross employee

contributions were refunded/paid

during the year.

This field must be populated in the

Scheme Year that the member

receives a Single Scheme refund.

Used to identify the date on

which the member receives

a refund of their

contributions to the Scheme.


17 | P a g e


M4.3 Refund

Membership

Category

Text Mandatory

only if

member was

paid a refund

during a year

See Section 5.3 for definitions of Membership Category.




benefits:

Standard

Uniformed

TD/Senator

Minister



C&AG (full PRSI)


(full PRSI)


This field must be populated in the Scheme Year that the member receives a Single Scheme refund.

Identifies the rate at which

the member was earning

retirement benefits for the

period of service to which

the refund applies.

M4.4 Refund

Corresponding

Pensionable

Formatted

Date

(DD/MM/Y

YYY)

Mandatory

only if

member was

For a member who avails of a Single

Pension Scheme refund of

contributions, this is the Single

Pension Scheme pensionable

employment start date that

Allows refund to be matched

to a distinct period of

employment.


18 | P a g e


Employment

Start Date

paid a refund

during a year

corresponds to the refund amount in

question.




M4.5 Refund

Corresponding

Pensionable

Employment

Leave Date

Formatted

Date

(DD/MM/Y

YYY)

Mandatory

only if

member was

paid a refund

during a year

For a member who avails of a Single




employment leave date that


question.

This field must be populated if the

member receives a refund.



employment.

M4.6 Refund

Corresponding

Pension

Referable

Amount

Numeric Mandatory

only if

member was

paid a refund

during a year

Pension benefit earned during the

period of employment that

corresponds with the refund of

contributions paid by the RA.





to a distinct pension benefit,

i.e. the pension referable

amount.


19 | P a g e


M4.7 Refund

Corresponding

Lump Sum

Referable

Amount

Numeric Mandatory

only if

member was

paid a refund

during a year

Lump sum benefit earned during the

period of employment that

corresponds with the refund of

contributions by the RA.






i.e. the lump sum referable

amount.

M5 Member Repaid Refunds

Only applies if the member has actually repaid previously refunded Single Scheme contributions to the RA during the

year. This should only be populated when a member has finished repaying a refund.

M5.1 Repaid Refund

Original RA

Number

Numeric Mandatory

only if

member has

repaid (with

compound

interest) a

prior Single

Scheme

refund

RA number for the Single Scheme

employer to which the earlier refund

relates.

Unique number given to every

Relevant Authority (RA) designated

under the Single Scheme. The

numbers are managed and assigned

to each RA by DPER.



completes repayment of a Single

Scheme refund.

Used to identify the RA that

employed the member

during the period to which

the refund applied.

A list of current RA numbers



gov.ie/home/for‐


authorities/


20 | P a g e


M5.2 Repaid Refund

Original RA

Name

Text Mandatory

only if

member has

repaid (with

compound

interest) a

prior Single

Scheme

refund

RA name for the Single Scheme

employer to which the earlier refund

relates.




Scheme refund.


identification to establish the

name of the RA that

employed the member

during the period to which

the refund applied.

A list of current RA names



gov.ie/home/for‐


authorities/

M5.3 Repaid Refund

Final Date of

Repayment

Formatted

Date

(DD/MM/Y

YYY)

Mandatory

only if

member has

repaid (with

compound

interest) a

prior Single

Scheme

refund

Date on which refunded employee

contributions were repaid in full to

the RA.

This is the date that the member

fully completed repaying a Single

Scheme refund.


Scheme Year that the member fully


Scheme refund.

Used to identify the date

when the member has

completed repaying refund.


21 | P a g e


M5.4 Repaid Refund

Corresponding

Pensionable

Employment

Start Date

Formatted

Date

(DD/MM/Y

YYY)

Mandatory

only if

member has

repaid (with

compound

interest) a

prior Single

Scheme

refund

For a member who repaid a Single




employment start date that


question.




Scheme refund.



employment.

M5.5 Repaid Refund

Corresponding

Pensionable

Employment

Leave Date

Formatted

Date

(DD/MM/Y

YYY)

Mandatory

only if

member has

repaid (with

compound

interest) a

prior Single

Scheme

refund

For a member who repaid a Single




employment leave date that


question.




Scheme refund.



employment.


22 | P a g e


M5.6 Repaid Refund

Gross

Contribution

Amount

Numeric Mandatory

only if

member has

repaid (with

compound

interest) a

prior Single

Scheme

refund

Total amount of gross contributions

repaid by the employee to the RA

during the year.




Scheme refund.



employment.

M5.7 Repaid Refund

Compound

Interest

Amount

Numeric Mandatory

only if

member has

repaid (with

compound

interest) a

prior Single

Scheme

refund

Total amount of compound interest

levied and repaid in respect of the

refunded Scheme contributions.




Scheme refund.

Record of the amount of

compound interest paid by

the member on a refund.

M5.8 Repaid Refund

Membership

Category

Text Mandatory

only if

member has

repaid (with

compound

interest) a

prior Single




benefits:

Standard

Uniformed

TD/Senator

Identifies the rate at which

the member was earning

retirement benefits for the

period of service to which

the repaid refund applies.


23 | P a g e


Scheme

refund

Minister



C&AG (full PRSI)


(full PRSI)


See Section 5.3 for definitions of

Membership Category.




Scheme refund.

M5.9 Repaid Refund

Corresponding

Pension

Referable

Amount

Numeric Mandatory

only if

member has

repaid (with

compound

interest) a

prior Single

Scheme

refund

Referable amounts earned towards

retirement pension which

corresponded to repay

contributions.




Scheme refund.




amount.


24 | P a g e


M5.10 Repaid Refund

Corresponding

Lump Sum

Referable

Amount

Numeric Mandatory

only if

member has

repaid (with

compound

interest) a

prior Single

Scheme

refund

Referable amounts earned towards

retirement lump sum which

corresponded to repaid

contributions.




Scheme refund.




amount.


25 | P a g e

4.2 Benefits Payment Data Template Details

This section sets out the detail on the data to be captured in the Benefits Payment Data Template.


B1 Member Personal Information

This is the same as the member personal information given in the Membership Data Template.

B1.1 Year Formatted

Date (YYYY)

Mandatory Year in respect of which Scheme

benefit payment data is being

provided.

Used to link the member’s

benefits to a specific year.

B1.2 PPSN Alpha‐

numeric

Mandatory Must be valid PPS number.

Format is 7 digits (including

leading zeros) followed by

either 1 or 2 letters.


scheme member to which the

benefit data relates.

B1.3 Date of Birth Formatted

Date

(DD/MM/Y

YYY)

Mandatory The date of birth of the Scheme

member.



member to which the benefit

data relates.

B1.4 First Name Text Mandatory The first name of the Scheme

member.




data relates.

B1.5 Surname Text Mandatory The surname of the Scheme

member.




data relates.


26 | P a g e


B1.6 Maiden

Name Text Optional (can be

blank)

The maiden name of the

Scheme member.




data relates.

B1.7 Gender Text Mandatory

The gender at birth of the

Scheme member.

Required for actuarial

purposes

B1.8 Civil Status Text Mandatory See Section 5.1 for definitions of

Civil Status.

11 options that describe a

person’s relationship in law with

another:

Single

Married

Civil Partner

Divorced

Cohabitant

Judicially Separated

Separated

Former Civil Partner

Widowed

Surviving Civil Partner

Unknown

If Civil Status is not known

“Unknown” is selected until

status is determined. Every

Used to assess if there may be potential beneficiaries for a death benefit.


27 | P a g e


effort should be made to

determine the Civil Status of

members.

B1.9 PAO Yes/ No Mandatory A flag to indicate that a

member’s benefits are subject

to a Pension Adjustment Order

granted as part of family law

proceedings

If unknown, the default setting

is ‘No’ until the status is

determined by the Relevant

Authority.

Required for disclosure

purposes on annual benefit


analysis.

B1.10 Date of

Death

Formatted

Date

(DD/MM/Y

YYY)

Mandatory for

death claims

only

The date of death of the

Scheme member.

Death claims information and

to support actuarial analysis


28 | P a g e


B2 Member Employer Information

This section contains details on which RA paid the benefits to the member during the year.

B2.1 RA Number Numeric Mandatory Unique number given to every

Relevant Authority (RA)

designated under the Scheme.

The numbers are managed and

assigned to each RA by DPER.

Used to identify RA employing

member.

B2.2 RA Name Text Mandatory Name of Relevant Authority.


identification for the RA to

which the data relates.

B2.3 PRSI Class Text Mandatory The subclass of social insurance

payments made by the Scheme

member as approved by the

Department of Employment

Affairs and Social Protection at

https://www.welfare.ie/en/Pag

es/Earnings‐Bands‐and‐

Subclasses‐2018.aspx

Currently:

AO, AX, AL, A1, A8, A9, BO, BX,

B1, CO, CX, C1, DO, DX, D1, HO,

HX, H1, ,JO, J1, M, K1, SO, S1

To potentially differentiate

members, pensioners and

those that may be in

subsidiary employment owing

to dual employment

elsewhere in the public

service.


29 | P a g e


B3. Beneficiary Benefits Paid

Information relating to the benefits that are being paid and the individual they are being paid to.

B3.1 Beneficiary

PPSN

Alpha‐

numeric

Mandatory Must be valid PPSN number.

Format is 7 digits (including

leading zeros) followed by

either 1 or 2 letters.


individual to which the benefit

is being paid to.

B3.2 Beneficiary

Date of Birth

Formatted

Date

(DD/MM/Y

YYY)

Mandatory The date of birth of the


is being paid to.


identification for the


is being paid to.

B3.3 Beneficiary

First Name

Text Mandatory The first name of individual to

which the benefit is being paid

to.




is being paid to.

B3.4 Beneficiary

Surname

Text Mandatory The surname of individual to

which the benefit is being paid

to.




is being paid to.

B3.5 Beneficiary

Maiden

Name

Text Optional (can be

blank)

The maiden name of the


is being paid to.




is being paid to.


30 | P a g e


B3.6 Beneficiary

Gender Male/

Female

Mandatory The gender at birth of the


is being paid to.




is being paid to.

B3.7 Benefit Type Text Mandatory See Section 5.4 for definitions of

Benefit Type.

9 options that describe the type

of member in the Scheme:

Active pensioner

Deceased pensioner

Deceased member No Pension

Deceased member Death in Service

Deceased member Death in Deferment

Ceased Pensioner

Spouse/Civil Partner Pensioner

Child Pensioner

Short Service Gratuity

Defines the type of benefit

that was paid.

B3.8 Benefit

Effective

Date

Formatted

Date

(DD/MM/Y

YYY)

Mandatory Effective start date of any of the

benefit types listed in field B3.8,

i.e. when it should commence

Used to identify the effective

start date of a benefit type

(B3.8)


31 | P a g e


rather than when the 1st

payment is made.

B3.9 Pension

Payment

Start Date

Formatted

Date

(DD/MM/Y

YYY)

Mandatory if a

pension is in

payment to a

Single Scheme

member during

the Scheme

Year

Date payment of pension

began.

This field must be filled in if the

following options are selected

for field B3.7:

Active Pensioner

Spouse/Civil Partner

Pensioner

Child Pensioner


when the payment of a

pension begins.

B3.10 Pension

Payment End

Date

Formatted

Date

(DD/MM/Y

YYY)

Mandatory if a

pension in

payment to a

Single Scheme

member has

now ceased

Date on which payment of

pension ended.



pension ends, e.g. pensioner

dies or spouse/civil partner

cohabits with another person.


32 | P a g e


B3.11 Gross Annual

Pension

Value

Numeric Mandatory if a

pension is now

in payment to a

Single Scheme

member

Total amount of pension paid to

the individual during the year.



for field B3.7:

Active Pensioner

Spouse/Civil Partner

Pensioner

Child Pensioner

Used to identify the value of

the pension paid by the RA

during the year in respect of

the pensioner.

B3.12 Gross

Retirement

Lump Sum


lump sum has

been paid to a

Single Scheme

member who

has retired from

Single Scheme

employment

Total lump sum amount paid to

the individual upon retirement

in the year.



for field B3.7:

Active Pensioner


the retirement lump sum paid

by the RA during the year in

respect of the pensioner. This

field will only be populated

once, at retirement.

B3.13 Short Service

Gratuity


Single Scheme

member retires

due to ill‐health

with less than 2

years’ service

Gratuity paid to member with

less than 2 years’ service when

retiring due to ill‐health.


the short service gratuity paid

by the RA during the year in

respect of the member taking

ill‐health retirement.


33 | P a g e


B3.14 Gross Death

Gratuity

Numeric Mandatory for

death claims

Gratuity paid out to member’s

Legal Personal

Representative/Estate.



for field B3.8:

Deceased member no

pension

Deceased member

Death in Service

Deceased member

Death in Deferment

If this field is populated, the

First Name (B1.4) and Surname

(B1.5) fields should read “Legal

Personal Representative of

{deceased member’s First

Surname}”


the death gratuity paid by the

RA during the year in respect

of the member dying. This

field will only be populated

once, in the event of a

member dying.

B3.15 Gratuity

Payment

Date

Formatted

Date

(DD/MM/Y

YYY)

Mandatory if a

retirement

lumps sum,

short service

gratuity or

death gratuity

Date on which payment of

retirement lump sum, short

service gratuity or death

gratuity was made.



retirement lump or gratuity

was made.


34 | P a g e


has been paid to

a Single Scheme

member or

beneficiary


35 | P a g e

5 Definition of Permissible Field Values This section contains definitions for those values in both dataset templates that contain multiple

options.

5.1 Civil Status (M1.8 and B1.8)

As recognised under Irish national law:

Option Definition

Single An individual who has never been married or in a civil partnership.

Married An individual or two persons of any gender who have registered a marriage with the State.

Civil Partner An individual who is either of two persons of the same gender who are parties to a civil partnership registration recognised by the State that has not been dissolved or the subject of a decree of nullity.

Divorced An individual who was previously married and a decree of divorce has been granted by the relevant court under Family Law (Divorce) Act 1996 or is so recognised under Irish law.

Cohabitant A cohabitant is one of 2 adults (whether of the same or the opposite gender) who live together as a couple in an intimate and committed relationship and who are not related to each other within the prohibited degrees of relationship or married to each other or civil partners of each other.

Judicially Separated An individual who has been granted a decree of judicial separation under the Family Law Act 1995 or is so recognised under Irish Law.

Separated An individual who has separated by agreement without having obtained a decree of judicial separation under the Family Law Act 1995.

Former Civil Partner An individual that was in a registered civil partnership that has been dissolved (other than through the registration of the marriage of a couple previously in a registered civil partnership).

Widowed An individual that was married and has been predeceased by their spouse and who has not subsequently remarried.

Surviving Civil Partner An individual that was civil partnered and has been predeceased by their spouse and who has not subsequently entered another civil partnership or married.

Unknown This field is used when the current civil status of a member is not known and cannot be readily established. This field is only used until the civil status is determined.


36 | P a g e

5.2 Member Status (M2.8)

Option Definition

Active Member A member that is presently paying contributions into the Scheme irrespective of whether or not they have completed the Scheme vesting period.

Leaver not vested and contributions refunded

Member that has ceased pensionable employment with the Relevant Authority in question and it has been definitively established that the member, having regard to all Single Scheme employments, has not completed the Scheme vesting period on their last day of pensionable employment. The member has subsequently claimed and received a refund of their contributions in lieu of all entitlements under the Scheme.

Leaver not vested and contributions not refunded

Member that has ceased pensionable employment with the Relevant Authority in question and it has been definitively established that the member, having regard to all Single Scheme employments, has not completed the Scheme vesting period on their last day of pensionable employment. The member may be eligible to receive a refund of their contributions but has not yet claimed and received such a refund.

Leaver deferred benefit (vested) Member that has ceased pensionable employment with the Relevant Authority in question and it has been definitively established, having regard to all Single Scheme employments, that the member has completed the Scheme vesting period on their last day of employment with a future entitlement to a retirement benefit.

Leaver unknown Member that has ceased pensionable employment with the Relevant Authority in question and it has not been possible to definitively establish if the member has completed the Scheme vesting period. The member has not claimed or received a refund.

Suspended Member A member that is not an active member of the Scheme, that has not ceased employment with the Relevant Authority in question and is expected to return to pensionable employment in the future. This designation may arise where a member is on a form of approved leave (e.g. Career Break) and is not generally covered for death in service benefits.

Retirement Normal A member of the Scheme that has completed the Scheme vesting period, reached their normal retirement age and drawn down their retirement benefits.


37 | P a g e

Retirement Ill Health A member that has completed the Scheme vesting period and been approved early retirement on ill‐health medical grounds and drawn down their retirement benefits.

Retirement Cost Neutral A member that has completed the vesting period and, being at least 55 years of age, and been approved to avail of voluntary early retirement and drawn down their benefits with a permanent actuarial reduction having been applied.

Death in Service A member of the Scheme that dies while in the pensionable employment of a Relevant Authority.

Death of Deferred Member A former vested member of the Scheme that had completed the Scheme vesting period at the time of ceasing pensionable employment and had a future entitlement to retirement benefits but subsequently died before accessing these retirement benefits.


38 | P a g e

5.3 Membership Category (M3.1, M4.3 and M5.8)

Option Definition

Standard Most public service grades.

Uniformed • Gardaí • Defence Forces • Prison Officer • Career Firefighter

TD/Senator An elected member of the Houses of the Oireachtas.

Minister An elected member of the Houses of the Oireachtas that the President of Ireland has appointed to a Ministerial Office.

President of Ireland Elected by the citizens of Ireland.

Judicial Office Holder A Judge or Office Holder appointed to the Courts in accordance with the Courts (Supplemental Provisions) Act 1961, as amended.

C&AG (full PRSI) Holder of the Office of the Comptroller and Auditor General as appointed as the President of Ireland paying Class A PRSI.

C&AG (modified PRSI) Holder of the Office of the Comptroller and Auditor General as appointed as the President of Ireland not paying Class A PRSI.

Designated Office Holder (full PRSI)

Per Section 25(3) of the Single Scheme Act,

these broadly comprises the following:

Director of Public Prosecutions,

the Ombudsman,

Master of the High Court,

County Registrar,

Labour Court member,

An Bord Pleanála member,

Competition Authority member,

Environmental Protection Agency

director,

Revenue Appeals Commissioner.



39 | P a g e

5.4 Benefit Type (B3.7)

Option Definition

Active Pensioner Retired Scheme member that is in receipt of a pension payment under the Scheme.

Spouse/Civil Partner Pensioner Eligible Spouse or Civil Partner in receipt of a Scheme pension arising from the death of a vested Scheme member.

Child Pensioner Eligible child in receipt of a Scheme pension arising from the death of a vested Scheme member.

Deceased Pensioner An individual that was in receipt of a pension payment under the Scheme that has now ceased owing to the subsequent death of the beneficiary.

Ceased Pensioner An individual that was in receipt of a pension payment that has now ceased, other than through death of the beneficiary. e.g. a Child Pension that ceases on age eligibility grounds or a Spousal Pension on remarriage.

Deceased Member No Pension A member that is now deceased and the only entitlement arising is payment of Death Gratuity to their Estate with no pension in payment arising. e.g. in case of a Scheme member who is single with no eligible children.

Deceased Member Death in Service

A vested member of the Scheme that dies in service and the entitlements arising include a Death Gratuity and there is a pension payable to a beneficiary.

Deceased Member Death in Deferment

A vested former member of the Scheme that dies prior to accessing their deferred retirement benefits. The entitlements arising include a Death Gratuity and there is a pension payable to a beneficiary.

Short Service Gratuity A non‐vested member who receives a short service gratuity after retiring on ill health grounds but is not vested to otherwise allow them to qualify for the receipt of a pension.

Documents

Single Scheme Administration Project Databank May€¦ · Single Scheme Databank ‐ Template Descriptions Version 1.1 (May 2019) 4 | Page 2.3 Timeline It is intended that each Relevant